Executive Assistant to Trust Executive Director

A great opportunity has arisen to provide competent and effective administrative support to an Executive Director., The role will include providing accurate, prompt and efficient administrative support to an Executive Director, which ranges from diary management, email management, arrangement of meetings, providing administration support for meetings, maintaining action logs, supporting customer services processes and using a variety of business systems.
This is an important role, interfacing on a regular basis with the Board, the Executive Team, senior managers and a wide variety of Trust staff and external organisations/individuals., Management Support
Provide accurate, prompt and efficient administrative support to the Executive Director(s) and Trust Management team, which may include supporting the production of presentations / spreadsheets and reports, arrangement of meetings, liaising with senior staff in external organisations, maintaining a high level of confidentiality, sensitivity and professionalism.
To support budgetary responsibilities for the Executive Director(s) including procurements and requisitions. Check expenses claims.
Diary and email management for the Executive Director(s) to include appointments / meetings, and regular commitments. To assist in organising and prioritizing the workload of the Executive Director(s) as required and directed.
To manage room bookings, organize travel, accommodation, catering and setting up of media equipment and preparing delegate packs for meetings.
Support Committee meetings as required, support associated groups and key Trust meetings with external partners, working with the Chairs and executive leads to formulate agendas, workplans, paper review and send out, minute taking etc. Provide support to executive meetings with local partners and with NHSE.
Act as an effective channel of communication between the Executive Director(s) and the rest of the organisation.
Input into a variety of different systems such as Oracle, e-expenses, ESR on behalf of the Executive Director(s) and team (while abiding by Information Governance and IT Security requirements). Demonstrate office systems and department requirements to new starters.
Support the Executive Director(s) with emergency planning and business continuity as required, such as managing on call rotas. To act as Loggist.
To programme regular executive director site visits, maintaining the feedback reports and associated database.
Communication
Act as the first point of contact for the Executive Director(s), dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate, maintaining an efficient message system.
The post holder will be required to maintain constructive relationships with a broad range of internal and external stakeholders on behalf of the Executive Director(s), including service users and carers, Governors, clinicians and senior leaders across the Integrated Care Boards and Partnerships.
Answer telephone calls, taking messages and passing on accurately and timely to the relevant person.
Manage complaints calls and letters from service users, carers and the wider public, MPs and other stakeholders etc, dealing with sensitive and complex information, maintaining a calm and pleasant manner when referring the complainant to others as appropriate.
Liaise internally and externally in a professional manner providing relevant and timely information. Manage confidential and sensitive information. Ensure self and other staff maintain a clear code of conduct and high standards of customer service in terms of dignity, respect and excellent customer service to all customers, internal and external.
Service Development
Participate in ongoing audits, research and service development as directed by line manager. Assist in relation to developing policies and procedures as directed.
Knowledge & Training
Maintain own professional development portfolio and participate in appropriate training programmes, including annual attendance for mandatory training.
Knowledge of administrative procedures, project management or information analysis.
Trained to high level on minute taking and administration of meetings.
General
Ensure the workload of self / team is prioritised to ensure patient safety and meet quality standards.
Ensure confidential and business sensitive information is managed, retained and stored in line with Trust policy and legislation in an efficient and effective manner.
Ability to work on own initiative and unsupervised and organise own workload with minimal supervision
Working to tight and often changing timescales.
Using set procedures, in line with legislation and policy, to undertake administrative and secretarial functions.
To attend and contribute to all internal / external meetings relevant to the post.
Develop and maintain databases required by job. Maintain and develop administrative and information systems and resources. Provide and organize and evaluate data as directed.
Provide cover across the other administrative staff during holidays and sickness. Support training and induction of new and existing staff and participate in the recruitment process of support staff
Ensure that general office supplies are ordered and maintained.
Responsible for sorting all incoming post and ensure distribution to the relevant teams/individual and to ensure that all outgoing post is documented.
Promote the image of the department, checking that notices and leaflets are up to date and well presented.
Liaise with maintenance departments as delegated by line manager regarding buildings and general maintenance. Liaise with ICT departments as delegated by line manager regarding problems and faults with electronic equipment etc.
Photocopying and word processing documents, letters, emails and minutes and reports when required. Postholder must have a standard level of keyboard skills and able to use Microsoft Office programmes etc.
Operate a flexible approach to work and encourage other staff to do so; be adaptable to change and able to work as a team across the secretariat.
Support Human Resources in completing relevant forms for the Chief Strategy, Improvement and Partnerships Officer, taking minutes for confidential meetings as appropriate.
Undertake any other appropriate tasks as requested by line management in order to meet the needs of the service and in line with the Trust strategy., EQUAL OPPORTUNITIES Apart from its legal duties in relation to equality and diversity, the Trust recognises and actively promotes the benefits of a diverse workforce and is committed to treating all employees with dignity and respect regardless of race, gender, disability, age, sexual orientation, religion or belief.
As a part of the Disability Confident Employer Guaranteed Interview Scheme we interview all disabled applicants who meet the essential criteria for the job vacancy (outlined in the Person Specification).. We encourage you to indicate your eligibility through TRAC jobs when applying.
DISCLOSURE AND BARRING SERVICE CHECK (formerly CRB)
FOR POSTS WITH DIRECT SERVICE USER CONTACT - Please be advised that due to recent changes in the DBS Service, organisations no longer receive copies of DBS Disclosures - these are sent directly to candidates only. Therefore, it will be your responsibility, if successful, to ensure that this is taken to the appointing officer as soon as you receive it.
Alternatively, if you have subscribed to the update service, we will be able to check your status once we have your authority to do so.
The Trust has now introduced a DBS Update Service which is a contractual requirement. You need to subscribe when you have applied for your DBS clearance and there is a time limit to subscribe of 19 days after receipt of your DBS disclosure. Please ensure that this is completed within the set time scale.
This update service is an annual subscription at a cost of £13 to you. This will enable the Trust to have instant online access to your DBS record, with your consent, and so will remove the need for you to have to apply for this repeat check again.

We are looking for someone who can effectively prioritise work and plan ahead using initiative and excellent organisational and co-ordinating skills. The ability to remain calm and professional in a busy and dynamic environment and when under pressure will be vital. Flexibility and the ability to work to deadlines are also key.

Norfolk and Suffolk NHS Foundation Trust provides child and adult mental health services, learning disability, wellbeing, older people's and eating disorder services across Norfolk and Suffolk.
At any one time, around 23,000 people in Norfolk and Suffolk are receiving care and attention from the Trust. We believe in whole life care - seeing people in the context of their whole lives, understanding the importance of good physical health, friends, family, spirituality, culture, home, work, education and a sense of purpose and achievement to experience good mental health.
Nearly 3,800 full and part-time practitioners care for our service users in hospitals, in the community and in their own homes, whilst an additional 1,400+ staff provide non-clinical support, including cleaning, catering, delivering supplies, ward administration, information technology, human resources and financial services.
We are committed to equality, diversity and inclusion and want to reflect the diversity of our local communities within our teams. We welcome applications from all talented individuals with the relevant qualifications, skills, knowledge and experience.
We are committed to delivering quality driven mental health services. Every individual makes a valuable contribution. We are proud of our staff who have been commended for the care they provide. Do you value working positively, respectfully and together? If so, we'd love you to join us!, Norfolk and Suffolk NHS Foundation Trust provides child and adult mental health services, learning disability, wellbeing, older people's and eating disorder services across Norfolk and Suffolk.
At any one time, around 23,000 people in Norfolk and Suffolk are receiving care and attention from the Trust. We believe in whole life care - seeing people in the context of their whole lives, understanding the importance of good physical health, friends, family, spirituality, culture, home, work, education and a sense of purpose and achievement to experience good mental health.
Nearly 3,200 full and part-time practitioners care for our service users in hospitals, in the community and in their own homes, whilst an additional 900+ staff provide non-clinical support, including cleaning, delivering supplies, ward administration, information technology, human resources and financial services.
We are committed to equality, diversity and inclusion and want to reflect the diversity of our local communities within our teams. We welcome applications from all talented individuals with the relevant qualifications, skills, knowledge and experience.
We are committed to delivering quality driven mental health services. Every individual makes a valuable contribution. We are proud of our staff who have been commended for the care they provide. Do you value working positively, respectfully and together? If so, we'd love you to join us!